Privacy Policy

ClosureCrew is a real estate deal and lease management platform operated by The Maya Group, a real estate brokerage in Wellington, Florida (“we”, “us”). This policy explains what information the platform collects, how it is used and who it is shared with. It applies to team members of a brokerage that uses ClosureCrew and to landlords, tenants and cooperating agents who use the client portal.

We collect the information you or your organization enter into the platform, including:

• Identity and contact details: names, email addresses, phone numbers, company names and mailing addresses of team members and contacts.
• Property information: property addresses, barns, stalls and listing details.
• Financial information: lease and sale amounts, rent installments, payments, security deposits and deductions, and commissions. Wire account and routing numbers, when stored, are encrypted and only the last four digits are shown.
• Documents: leases, agreements, receipts and other files that are uploaded or generated, including lease drafts.
• AI conversations: questions asked to the AI assistant and its answers.
• Account and technical data: sign-in records, the actions you take in the platform (an activity history), and basic technical information such as IP address and browser type in server logs. We measure usage and page performance with privacy-friendly analytics that do not use cookies or identify you.

We use the information to provide and improve the service, specifically to:

• manage real estate listings, deals, leases, payments, deposits and commissions;
• send reminders and notifications by email, and prepare WhatsApp messages that you choose to send yourself;
• provide AI assistance: answering questions about your records, extracting details from uploaded documents, and drafting lease agreements for your review;
• give landlords, tenants and agents portal access to the records that concern them;
• keep the platform secure, prevent abuse and fix problems.

We do not sell personal information and we do not use it for advertising.

AI features send the relevant text or document to a large language model through OpenRouter. Every request is sent with data collection turned off, so model providers may not store or train on it. The AI only reads the records you are allowed to see, never saves records on its own (a person reviews and approves every result), and wire transfer documents are never sent to it.

Information is visible only to authorized users within your organization, according to their role, and to portal users for the records linked to them. We share information with the service providers that run the platform, only as needed to provide it:

• Supabase: database, sign-in and file storage (United States).
• Vercel: application hosting and cookie-free usage and performance analytics.
• Resend: delivery of email reminders and invitations.
• OpenRouter and the model providers it routes to: AI features, with data collection turned off.

We may also disclose information when required by law or to protect the rights and safety of our users.

Landlords, tenants and cooperating agents invited to the client portal can view, read-only:

• Landlords: their properties, listings and leases, the payment schedule and payments, deposits and the commissions they owe.
• Tenants: their leases, installments and payments, and their security deposit.
• Cooperating agents: the deals and leases they are on and their own commission share.

Portal users see the names of the other parties on their records, but never internal notes, tasks, other clients’ records or wire details. They can upload documents and ask the brokerage to update their contact details.

Data is encrypted in transit (HTTPS) and at rest by our hosting providers. Each organization’s data is isolated at the database level, access is limited by role, removed users lose access immediately, and files are only shared through short-lived signed links. Wire account and routing numbers are encrypted separately. No system is perfectly secure, so please keep your password private and tell us right away if you suspect unauthorized access.

We keep information for as long as the organization’s account is active, or as long as needed to provide the service and meet legal, accounting and record-keeping obligations. When an account is closed, or when you ask us to delete information, we delete or anonymize it unless we must keep it by law. Backups are overwritten on a rolling schedule.

ClosureCrew uses only essential cookies, which keep you signed in and protect your session. We do not use advertising or tracking cookies, and our analytics do not use cookies. Your browser may also store small preferences locally, such as saved import settings.

Depending on where you live, you may have the right to access the personal information we hold about you, receive a copy of it in a portable format, have it corrected, or have it deleted, and to not be discriminated against for using these rights. California residents have these rights under the CCPA; residents of the European Economic Area and the United Kingdom have them under the GDPR.

To make a request, contact us as described below. If your information was entered by a brokerage that uses ClosureCrew, we may forward your request to that brokerage, which controls the data. We will answer within the time required by applicable law.

ClosureCrew is a business tool and is not intended for anyone under 18.

We may update this policy from time to time. We will change the effective date above and, for significant changes, notify users by email or in the app.

For questions or privacy requests, contact The Maya Group, Wellington, Florida, through your broker or by replying to any email you received from ClosureCrew.